Dutystation: Jakarta, Indonesia
Functional responsibilities
Under the direct supervision of the Communications Manager, the office assistant is responsible for the following duties:
Screen incoming mail and share with the Communications Manager and the Special Envoy ; keep track of pending matters, follow up with other offices on deadlines.
Screen phone calls and visitors. Support response to information requests and inquiries as necessary and refer queries to appropriate personnel for handling.
Draft routine and non routine correspondence, according to standard practices and UN guidelines, for further review by the supervisor.
Assist in the preparation and collection of papers and presentations; undertake basic computer-based searches, collate background information for folders and/or any branding material for distribution.
Assist Special Envoy through administrative tasks such as arrangements for meetings and other events, reservations, budget follow-up,. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.
Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of reports, information and reference material to the Special Envoy.
Provide basic support with social media tasks (in English and Bahasa Indonesia) such as gathering content, drafting posts, and assisting with translations as instructed.
Support monitoring social media post performance and share basic results with supervisor for further analysis as needed and support informing the supervisor on the Special Envoy’s social media related activities by sharing updates.
Ensure timely publication of content and supporting audience engagement through data tracking and basic reporting, while providing necessary support to manage and update the Special Envoy’s social media platforms.
Support to organization of internal meetings, conferences, workshops, retreats; preparation of agenda and logistics arrangements, including circulation of the documentation to be reviewed, minutes and follow ups.
Monitoring and Progress Controls
Maintaining accurate and updated records of all travel arrangements, correspondence, meeting records and any other relevant information.
Ensuring compliance with applicable organization policies and associated revisions thereof in relation to process compliance.
Establish proper tracking and monitoring of assigned tasks enabling adequate follow up as needed.
Ensure that documents and supporting files are accurate, complete and properly filed for audit purposes.
Education/Experience/Language requirements
Education
Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable.
Work Experience
A minimum of three (3) years of working experience in providing programme /administrative support, or related field, isrequired.
Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, isdesirable.
Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, isdesired.
Experience working with social media platforms is desirable.
Experience in multimedia editing process: graphic design and/or desktop publishing utilising Adobe Photoshop, Adobe InDesign, and/or comparable computer software, is desirable.
Experience in digital photography/video is desirable.
Language
Fluency in written and spoken English and Bahasa is required.
TOGETHER, WE BUILD THE FUTURE
UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.
Our mission is to help people build better lives and countries achieve peace and sustainable development.
We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.